Thank you for considering Polar Shredding for your document destrcution needs. Below you will find answers to several commonly asked questions. You will find them helpful to refer to when considering our services. If you have any additional questions please contact us at 800-866-9212.
Without the proper safeguards, information ends up in the dumpster where it is readily and legally available to anybody. The trash is considered by business espionage professionals as the single most available source of competitive and private information from the average business. Any establishment that discards private property data without the benefit of destruction exposes itself to the risk of criminal and civil prosecution, as well as the costly loss of business.
Eliminating certain data in a timely fashion limits your liability in litigation and protects proprietary information from competitors. Our paper shredding service will securely eliminate confidential information.
All businesses suffer potential exposure due to the need to discard these incidental business records. The only means of minimizing this exposure is to make sure such information is securely collected and destroyed.
There is no fiduciary responsibility inherent in the recycling scenario. Paper is given away or sold and, in doing so, a company gives up the right to say how it is handled. There is, also, no practical means of establishing the exact date that a record is destroyed. In the event of an audit or litigation, this could be a legal necessity. And further, if something of a private nature does surface, the selection of this unsecured process could be interpreted as negligent. For these reasons, the choice of recycling as a means of information destruction is undesirable from a risk management perspective.
Any recycling company that minimizes the need for security has its own interests in mind and should be avoided.
The courts have ruled that once you place your material into a trash can, recycling receptacle, or dumpster, you lose all privacy rights to that information, no matter how sensitive or proprietary it is. Even if this is your trash can. The laws on public domain protect the people taking the information - NOT YOU! You may even be held liable for negligence if the discarded material does harm to someone.
By not adhering to a program of routinely destroying stored records, a company exhibits suspicious disposal practices that could be negatively construed in the event of litigation or audit.
Also, the new "Federal Rule 26" requires that, in the event of a law suit, each party will provide all relevant records to the opposing counsel within 85 days of the defendant's initial response. If either of the litigants does not fulfill this obligation, it could result in a summary finding against them. By destroying records according to a set schedule, a company appropriately limits the amount of materials it must search through to comply with this law. From a risk management perspective, the only acceptable method of discarding stored records is to destroy them by a method that ensures that the information is obliterated. Documenting the exact date that a record is destroyed is a recommended legal precaution.
Any business using a commercial records storage firm should inquire as to the nature of the destruction services that are available. It is an unacceptable risk to permit a storage firm to select a subcontractor to provide the records destruction service. The owner of the records is ultimately responsible for their security and, therefore should be selecting the vendor directly.
See pictures of our security containers here.
In a nutshell, legal liability, security, privacy issues, employee theft, identity theft, corporate and industrial espionage and the costs associated with running your own shredding operation make it risky. Since the objective of shredding information is to reduce risk, it just does not make sense to do it in-house.
Let us do it for you! Polar Shredding provides convenient bins onsite and conducts paper shredding according to your schedule. You'll find outsourcing this tedious task to Polar Shredding will save you time and money.